PMO & Administrative Support Specialist

The PMO & Administrative Support Specialist provides comprehensive project governance, operational coordination, and administrative support across the project lifecycle. The role ensures structured planning, financial control, documentation management, stakeholder alignment, and compliance with corporate standards, while supporting executive reporting and cross-functional collaboration.

This position acts as a key liaison between business, IT, and management functions, contributing to portfolio visibility, process standardization, and operational efficiency.

Key Responsibilities

Project Governance & Planning

• Support project planning, scheduling, and baseline definition

• Maintain project documentation (charters, project plans, RAID logs, status reports)

• Monitor timelines, milestones, and deliverables

• Track KPIs and performance indicators

• Ensure alignment with corporate governance standards

• Contribute to PM methodology standardization

• Maintain templates and documentation repositories

• Support lessons learned sessions and continuous improvement initiatives

Portfolio & Financial Control

• Support budget planning and cost tracking

• Monitor financial forecasts and variance analysis

• Assist in resource capacity planning

• Consolidate portfolio-level reporting

• Support business case preparation and review

• Support invoice processing and expense tracking

• Coordinate vendor documentation

• Support purchase requests and administrative approvals

Reporting & Executive Support

• Prepare periodic reports and management presentations

• Prepare executive summaries and steering committee materials

• Collect, analyze, and organize project data

• File and maintain compliance documentation

• Draft meeting minutes and track follow-up actions

Stakeholder & Operational Coordination

• Coordinate cross-functional project meetings

• Support stakeholder mapping and communication plans

• Ensure alignment between business and IT teams

• Act as liaison between departments and external stakeholders

• Follow up on action items and ensure timely circulation of information

• Maintain confidentiality and professional ethics

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Mandatory Requirements

• Knowledge of Italian

• Fluent knowledge of English

• Strong written and verbal communication skills

• Excellent organizational and multitasking abilities

• High attention to detail

• Ability to work under pressure and meet deadlines

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Nice to Have

• Practical knowledge of:

o HP PPM (Project and Portfolio Management)

o ServiceNow

o Jira

• Experience in structured project environments

• Knowledge of project management methodologies (Waterfall and/or Agile)

• Experience in regulated or compliance-driven environments